OFFICE TECHNOLOGY

Changing technologies—including personal computers (PCs), slide projectors, movie projectors, overhead projectors, television monitors, videocassettes, videodisc players, multimedia systems, and the Internet—have had a major impact on the office environment since the start of the twentieth century. The ability to use technology is an essential skill in the ever changing workforce of the twenty-first century.

The modern office has changed dramatically since the 1990s. Offices in today's society are transmitting information via electronic mail (e-mail), electronic calendars, and teleconferencing, as well as other electronic devices. Communication via technology is just as important as oral and written communication in the work environment. Technology continues to play a vital role in transforming the business environment.

Advances in technology have transformed the world of work. As the work environment has changed, individual workers see how their work connects not only to their particular work place, but to the entire value chain.

The backbone of technology is the local area network (LAN), a single-site computer network, or the wide area network (WAN), which supports worldwide work groups. Both of these networks provide tools for users to transmit data, graphics, mail, and voice across the network. LANs and WANs enable distributed work teams to complete projects using groupware and decision support systems.

Merging in the fast lane of the information super-highway of the twenty-first century world of work, faster information systems, blink-of-an-eye access to the global marketplace, virtual offices, virtual teams, and virtual organizations are coming into existence. The impetus is technology. The technology explosion has transformed every level of business environment—from the typical office worker to the chief executive officer (CEO), providing a challenge for all. Technology is creating whole new genres of content. Office technology focuses upon office information functions such as word processing, data processing, graphics, desktop publishing, and communication.

OFFICE SYSTEMS

The invention of the PC in the 1980s altered the way computing power was distributed within an organization—changing how companies were run, the ways in which information was created, and the ways in which information was used by individuals in carrying out their jobs. The use of word processing and spreadsheet packages made it possible for professional staffs to create their own reports without having to go to a central typing pool or computer center. Prior to the advent of the PC, secretaries typed letters, created reports, and organized information in files. The nature of secretarial positions changed with the arrival of the PC, from a focus on document creation and production to a focus on other kinds of administrative functions, as reflected in the changing work patterns of the office.

Office systems consist of tasks to be performed, procedures to complete the tasks, sets of automated technologies designed to enhance productivity, and personnel working within the framework of a business organizational structure. Office systems exist in facilitating and retaining communications, and creating, processing, and distributing information. Integrated hardware components and integrated software applications enhance the productivity and efficiency of the overall organization to the success of the business.

TYPES OF TECHNOLOGIES

The variety of technologies available continues to change. Some of the technologies used in today's offices are:

Intranets and Internets

Messages can be transmitted electronically within an office (intranet) as well as around the universe (Internet, or Net). Workers are able to exchange information over the computer via the Net through e-mail. E-mails can be sent simultaneously to many individuals around the world.

The intranet is an internal computer network that is used within a company, whereby pertinent information—such as telephone directories, calendars of events, procedure manuals, job postings, and human resources information—can be posted and updated. With the intranet, one is able to communicate online with individuals within a designated work environment.

The Internet is a global computer network that permits millions of computers around the world to communicate via telephone systems and other communication lines. It is also known as the digital information super-highway and is a part of the World Wide Web. With the Internet one can communicate to anyone online throughout the world. The Internet is a public worldwide computer network full of information comprising inter-connected networks that span the globe.

Web Pages

Web pages make it possible for businesses, organizations, and anyone who wishes to post information or sell products to do so on the World Wide Web. Web page programs—such as Macromedia, Dream-weaver, and Site Rack—enable users to create their own Web pages.

Web-Based E-Mail

Web mail is a popular Internet service that allows one to send messages and files to anyone around the world from any computer that is connected to the Internet. With an account, users can send and receive messages, images, and any other type of information. Users can access e-mail even if they do not have a computer, simply by using small, inexpensive devices that fit in the palm of one's hand.

E-mail is keyed messages sent from one computer screen to another, using a network linking the units. Transmitting messages from one computer to another offers office workers the ability to communicate quickly through written messages with colleagues, coworkers, and friends.

Voice Mail

Voice mail is an outgrowth of e-mail. Information is spoken into the phone. Words are converted or digitized into electronic computer language. This form of communication is transmitted electronically by phone lines for immediate delivery or can be stored in a computer mailbox. The recipient is able to retrieve the message by dialing a code number to access the mailbox. The computer reconverts the message to the caller's voice and the recipient is able to hear the voice message.

Electronic Calendars

Office tasks are being accomplished and redefined by computers. Computers can keep a calendar of appointments. The computer stores the files of employees' schedules, forthcoming meetings, calendars of events, and conferences, thereby enabling employees to check their central file. Everyone in a particular office has access to electronic calendars and is able to choose a time and place that is available and open on everyone's schedule. Each office employee can be tied into the system by having access to a central electronic file.

Office Suites

Office suites are a group of programs. In the mid-1990s the term office suite was considered to be a group of programs that allowed for word processing, spreadsheets, and sometimes data entry. Now office suite includes Web design software, presentation software, page layout design, and, in some instances, graphics editors. They are key pieces of productivity software, used in most businesses.

Portable PCs

Portable PCs include personal digital assistants (PDAs), laptop computers, and notebook computers. PDAs are proliferating. Among the most popular PDAs are the Palm and BlackBerry. Laptop computers are used by business travelers to make multimedia presentations, create and send reports and spreadsheets, and do research on the Internet. Notebook computers are similar to laptops, but usually smaller.

Groupware and Decision Support Systems

Groupware is a work group software, such as Lotus Notes. It enables members of a team to share information on a project that they are working on together. Some of the functions of groupware are document formatting, information management, and communication. The group is kept informed via an electronic calendar. It runs an e-mail network that links the work group with remote operations. It also includes an information system that handles all data relevant to the business and provides instant accessibility throughout the organization. Decision support systems facilitate group decisions by providing a formalized process for brainstorming, distilling key concepts, prioritizing or ranking topics, and achieving group consensus.

Teleconferencing

In the business world, many companies hold meetings via teleconferences. Teleconferencing is a method of conducting meetings via telephone lines and/or satellites connecting participants' terminals at two or more locations, with one or more participants per location. There are three types of teleconferences:

Computer conferencing—Terminals that are connected to a mainframe computer are used by all the participants. Comments or questions can be keyed in on their screens, which are arranged on an inter-connected network. Messages are displayed on the participants' screens.
Audio conferencing—Participants make comments over the phone. They cannot see each other, and they are not able to read body language. Audio conferences are connected by telephone and/or speaker-phone.
Videoconferencing—A CEO in Los Angeles could have a sales conference or interview with a person in Washington, D.C. Both individuals are shown simultaneously or alternately on the screen. The advantage of videoconferencing over audio conferencing is that individuals can see as well as hear each other.

Voice Recognition and Videoconferencing

With the advent of voice recognition, a day may come when human translators are no longer needed. The future of videoconferencing is not only multilingual, but 100 percent real-time—with no delays. Voice recognition software allows humans to talk to a computer. Computers understand the voice. It is an electronic process in which information is printed from voice input, thereby bypassing the keyboarding operations.

At one time, videoconferencing used large, expensive pieces of equipment that provided "room"-based video-conferencing. Participants gathered at a central site in a specially equipped conference room, looking at monitors displaying similar rooms at remote sites.

Computer-based videoconferencing is a new paradigm for videoconferencing. Participants sit at their desk or in a videoconferencing room calling up other participants—similar to making a telephone call. It is a form of communication that uses bandwidth. Bandwidth is interpreted as the speed at which information flows, and communication is the transfer of information from one place to another. The connection between these two remote sites is called communication channels.

Multimedia System

A multimedia system presents information by using a combination of sound, graphics, animation, and video. Multimedia applications are used for business and education. Marketing presentations are developed to advertise and sell products using multimedia. Sales representatives use a computer, a video projector, and a display screen to make their presentations to the audience. Interactive advertisements as well as job applications and training applications can be published on the Internet or in a kiosk display.

Electronic Whiteboard

An interactive "smart" white-board with "electronic ink" and touch-sensitive screen can be hooked up to a computer and a projector. The board magnifies images clearly and colorfully. The board has annotation capabilities and notes can be jotted down directly over the projected images, then printed instantly. Thus, there is no need for individuals to take any notes.

The advantage that a whiteboard offers over a simple projection system is that it can be used as a projection screen and a writing surface through its connection with the PC, from which images can be printed out. A white-board allows trainers and instructors to operate the computer as if they were using a mouse, moving the cursor around on the computer just by touching a point on the whiteboard. A projector is mounted on the ceiling. The screen should be centered so that all participants have a clear view of the screen.

Smart Board

A smart board is a tool that improves the way people meet, share ideas, and teach. It looks and feels like a regular whiteboard combined with the power of the computer. It lets users save and print notes, collaborate on documents, share information, and run multimedia materials—video or data conferencing across distances.

The smart board becomes a large, touch-sensitive screen when combined with a liquid crystal display panel or projector. It can control Windows or Macintosh applications or multimedia by touching the board with one's finger. By picking up a pen, presenters can draw over their applications in electronic ink to obtain the attention of the audience. Users can e-mail notes to participants and even cut and paste them into other applications.

RECORDS MANAGEMENT

The processing capabilities and storage capacity of computers have made electronic storage and retrieval of information a common practice in business. Computer-generated document management, records management software, and imaging systems assist businesses with large volumes of records. Imaging systems convert all types of documents to digitized electronic data that can be stored and retrieved quickly. With the advent of superhigh-density magnetic storage and online storage, this will be much less of an issue in the future.

A scanner is used in converting paper documents into a digitized form. A processor compresses the image. A retrieval mechanism converts the image for viewing on a monitor, and output devices process the image to a hardcopy format. Laser optical disks are suited for high-volume record management because of their high capacity and durability.

COMMUNICATION IN ORGANIZATIONS

In the business world, technology links employees working in teams; employees are expected to be competent in various software applications and be able to make decisions and multitask. The impetus of newer office technology has transformed the way businesses function in the worldwide marketplace.

In the past, workers acquired a set of skills that became their tools of the trade. Since the mid-1970s, workplace technology has changed swiftly; new technologies have been introduced and replaced. Computer applications are updated continuously. In the twenty-first century, people who work in offices need to be well versed on the use and application of the many emerging technologies. Workers need to adapt to this ever-changing technology. In an increasingly technological world, the expansion of American workers' skills depends upon commitments from the workers themselves, industries, workplaces, and educational and training institutions.

All of these office technologies facilitate communication among people in organizations. All businesses need workers who possess critical thinking skills, problem-solving skills, interpersonal skills, and the ability to communicate effectively—whether in writing or orally. Appropriate choices of communication lead to increased productivity and positive social effects. Workers need to be technologically literate in order to compete in a world that continues to change faster than one can imagine.